Practice Administrator/Practice Manager - Talent Equity Group : Job Details

POSITION DESCRIPTION:

The Practice Administrator is a key support role within the organization with direct oversight over all business office operations at a mid-size hospital within Riverside County, CA (exact location to be kept confidential for now).

The Practice Administrator will have proven acumen in operations management, as well as commitment to improve communication and collaboration among and between all departments and team members. A strong collaborative work ethic, a penchant for servant leadership, and keen emotional intelligence that puts internal and external customers first is essential.

The Practice Administrator must understand practice management from an account/client management perspective and appreciate that this business is a 24/7-365 enterprise with customers, vendors and stakeholders spread over two continents and five time zones.

RESPONSIBILITIES:

• Works with Director of Practice Management and corporate leadership team to manage the hospital account and ensure hospital C-Suite relationships are maintained. Assists with assigned projects needing oversight and coordination/delegation of duties and tasks, reminding participants of deliverables and deadlines, assisting with site visit quarterly report creation, organizing of and preparation for meetings, preparation of agendas and recording of minutes.
• Monitors practice performance in collaboration with the account VPs and proactively notifies the VP of any variances outside the scope of the contract and/or the budget.
• Notifies the account VP if and when they become aware of any issues impacting compliance, operations, and/or billing to include the inability of the practice to meet the contractual service and staffing requirements and delays or issues with billing and the revenue cycle impacting financials.
• Ensures facilities are operating in a fiscally sound manner and ensures compliance with budgets. Leads action plan development for budget variances, performance improvement initiatives and facility contracting issues.
• Ensures facilities' P4P is conducted on a quarterly basis and reports/invoices/payments occur in a timely manner.
• Assists Director of Practice Management in the supervision of Hospital Administrative Staff in dedicated division with:

Staff Management Oversight

• Assists with workflow analysis and ensures all staff have tools needed to execute job expectations
• Provides mentorship and guidance for staff
• Ensures all staff are adequately educated and IT/equipment/remote access is obtained to meet expectations.
• Assists with recruitment, hiring, termination and remediation of staff in collaboration with Director of Practice Management and corporate HR
• Assists with maintenance of pertinent training materials and oversees development of standardized processes and protocols across hospital network
• Works with staff members to execute all projects and quarterly reporting

Oversee administrator metrics and manage staff to meet attainable goals including:

• Centralizes and standardizes protocols, policies and procedures
• Assesses workflow and efficiencies
• Establishes customized site RCM metrics – i.e., days to billing vendor, % of IR, front-end reconciliation (these metrics are subject to change)
• Ensures each site implements standard compliant forms and/or EMR
• Ensures compliance to recruiting, credentialing and onboarding policies are in place at each site as set by relevant departments
• Works with Quality Director to ensure compliance to site quality programs
• Ensures all staff are proficient with the usage of company systems: ADMIN, company email, etc.
• Adherence to HR processes and standards including clinician payroll
• Ensure proper schedule creation and vacation allocation of clinical staff

Overseeing approval of locum's invoices for timely processing

Creation of administrative budgets and approval of expense reports

Coordination with corporate departments regarding issues or concerns with office operations at hospital locations

• Collaborates with Director of Practice Management on all new site implementations
• Hospital relationship management with key stakeholders prior to start
• Direct administrative resources to assist with project management and new site support
• Collaborates/coordinates with Recruitment Department to ensure and conduct new Administrator and on-site support staff hiring, on-boarding and training
• Ensures development of new-hire orientation programs for all on-site clinical and non-clinical staff.
• Ensures proper office set up including IT resources and access, staff management, physical and remote set up and quality program implementation
• Works with Director of Practice Development and corporate executives on business development opportunities, including but not limited to opportunity sourcing, RFP development, on-site presentations, and new site transition plan development
• Ensures clinical informatics is optimized, reviewed, and maintained at all sites.
• Ensures the quarterly and end-of-year VP site visit reports are fully completed, submitted, and signed off on by various executives; and then ensures tracking and follow up of the completion of various sub-projects called out in these reports via the monthly HARs.
• Reviews facility department protocols and assists recruitment, credentialing, administrators, clinical affairs, operational analytics and quality departments in operational management, refinement, standardization and change management.
• Provides ad hoc support to HR and designated executive(s)
• Performs other duties and special projects as assigned by Director of Practice Management or designated executive(s)

QUALIFICATIONS & SKILLS:

• Bachelor's or master's degree, preferably in Business or Health Care related field, or similar advanced knowledge of healthcare industry, with fluency on various processes/cycle management activities (Revenue, Recruiting, Credentialing, Enrollment, etc.)
• Extensive practice management and/or medical office management experience
• Sustainable change management experience
• In-depth project management experience; managing multiple projects and grasping new concepts by maintaining practice and overseeing divisional activities
• Firm understanding and use of MS Excel for Data Management (evaluating, normalizing, extracting data from disparate sources and performing complex analytics)
• Extensive experience with calendaring, scheduling, and booking travel
• Excellent oral and written communication skills, organizational aptitude, and strong analytical acumen
• Microsoft Office capabilities and willingness to learn MS Project, Visio/Lucidchart
• Tremendous work ethic, availability, positive attitude, and resilience
• Problem-solving skills and a “can-do attitude
• Detail oriented and low tolerance for errors, omissions, and untimely work
• Independent worker who thrives in collaborative environments